Send an email in Outlook when a specific file is added to Box

■Overview

Sharing files stored in Box with stakeholders can be time-consuming when you have to open Outlook and create and send an email every time. It can also lead to mistakes, such as failing to notify someone. This workflow automatically sends an email from Outlook when a file is added to a specific Box folder, eliminating the effort and risks of manual work and streamlining file-sharing operations using Box and Outlook.

■Who Should Use This Template

• Anyone who uses Box and Outlook together and currently handles file-sharing notifications manually
• Anyone who wants to prevent human errors, such as failing to share important files or sending them to the wrong recipients
• Anyone who wants to automate routine email notifications sent whenever a file is added

■Benefits of This Template

• Emails are sent automatically when a file is uploaded to Box, allowing you to spend the time previously used for manual notifications on other tasks.
• Because you no longer need to create emails manually, you can prevent human errors such as incorrect recipient settings and missed notifications.

■Flowbot Steps

1. First, connect Box and Outlook to Yoom.
2. Next, select Box as the trigger and set the action to “When a file is uploaded to a folder.”
3. Next, set up branching in the operation so that subsequent actions run only when specific conditions are met.
4. Next, set the Box “Download a file” action in the operation.
5. Finally, set the Outlook “Send an email” action in the operation and send an email to the desired recipients.

※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

• In the Box trigger settings, set the content ID of the folder you want to use as the notification trigger.
• With branching, you can freely set conditions for running subsequent operations based on information retrieved by the previous trigger, such as the file name or file format.
• In the Box file download settings, set the content ID of the file you want to download.
• In the Outlook email settings, you can specify the recipients, subject, and message content. You can also use information retrieved by previous actions, such as the file name, as variables.

■Notes

• Connect both Box and Outlook to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home use and plans for general business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• The maximum file size available for download is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits supported by the trigger and each operation, see below.
  See details here